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Give your event's unused hotel rooms back before the release date

Many hotel contracts charge for rooms in a block that are still empty on the release date. Artist liaison and production teams on festivals and tours give those rooms back in time, keep enough for the acts still being booked for the event, and tell the hotel by email.

Give the empty rooms in your event's hotel block back to the hotel before its release date, keep enough rooms for the acts still without one, record why for your team and email the hotel which rooms go back. In the two weeks before the date, Fai suggests giving the empty rooms back, or asking the hotel for more rooms when your acts need them.

For
Giving empty hotel block rooms back before the hotel takes them back
Tar
4 minutter

Før du starter

  • You are an owner, admin or producer on the event. The event's Operations page opens for those roles only.
  • The rooms are in a hotel block for acts and crew, as the guide to holding hotel rooms for your artists and crew shows.

  1. Open the block

    Open the event, select Operations, select Accommodation, select Hotel blocks, then select Open on the block.

    Merk: In the 7 days before the release date, a block with empty rooms says how many days are left.

  2. Select Give rooms back

    Select Give rooms back at the top of the block.

    Ticket Fairy dialog to give rooms back to Hotel Lumen, with every empty room chosen, 3 rooms kept each night, the reason and the box to email the hotel
    Give rooms back.

  3. Choose which rooms go back

    Choose how you give the rooms back.

    • Every empty room: Every room nobody is in goes back on each night, apart from the rooms you keep.
    • Choose nights: You enter how many rooms go back on each night, up to the rooms it holds. Each night shows how many rooms are empty.

  4. Enter the rooms to keep

    With Every empty room, enter the Rooms to keep each night.

    Merk: The number starts at the rooms your acts still without a room need now. The line under it says how many room nights go back to the hotel.

  5. Enter why

    Enter the reason in Why are you giving them back?.

    Merk: Your team sees it in the block's history.

  6. Choose whether to email the hotel

    Keep the box that names the hotel and its contact's email ticked to email them which rooms go back, or untick it to tell them yourself.

    Merk: Without the contact's email on the block, the box says Add the hotel contact's email to tell them from here. Add it with Change details on the block.

  7. Give the rooms back

    Select the button that counts the room nights, for example Give back 5 room nights.

    Merk: A message confirms Rooms given back and the hotel emailed. If the email did not go, the message says so and the rooms are still given back, so email the hotel yourself.

  8. Check the block

    Read the block's status and Given back so far, then the latest lines under History.

    Merk: The status is Some rooms given back, or All rooms given back when no rooms are left. The history says who gave the rooms back, why, and that the hotel was emailed.

    Ticket Fairy hotel block at Hotel Lumen after five room nights went back, with Some rooms given back, Given back so far and the reason and hotel email in its history
    A block after rooms went back.

Fai's suggestion before the release date

In the 14 days before a block's release date, Fai compares its empty rooms with the acts still without a room and suggests one of two things under Needs your decision on Today. When the acts need more rooms than the block has left, she drafts an email asking the hotel for more rooms, for a block with the contact's email. Otherwise she suggests giving the empty rooms back, keeping enough for those acts, and emailing the hotel. Nothing is sent or given back until a team member approves it, and you can change the email before it goes.

Eller få det gjort for deg

Fai gives the empty rooms in a block back to the hotel, keeping the number of rooms a night you ask for, with your reason, and emails the hotel when the block has the contact's email. She shows you the rooms that go back and waits for your yes first.

I dashbordet ditt, med Fai

Give the empty rooms at Hotel Lumen back for <EVENT NAME>, keep 2 a night for acts still without a room, and email the hotel

La Fai gjøre det for deg

Fai jobber inne i Ticket Fairy-dashbordet ditt. Opprett kontoen din, åpne Fai og lim inn instruksjonen over.

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Spørsmål du kanskje har

Why can I not give back as many rooms as I asked?
An act or crew member was given a room on one of those nights after you opened the dialog. The dialog shows the rooms in use now; check them and give back again. A room an act or crew member is in is never given back.
What happens if the release date passes first?
Nothing changes by itself in a block for acts and crew. The block says the release date passed while rooms are still empty, and you can still give them back or agree a new date with the hotel.
Can I get rooms back after I gave them back?
If the hotel still has them, select Change rooms on the block and raise the rooms on those nights. The history keeps both changes.
Does the hotel get the email twice if I try again?
No. One giving back sends the hotel one email, even when you select the button again after a slow connection.
Who can give rooms back?
Owners, admins and producers on the event, and any team member who approves Fai's suggestion to do it.

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